Job Templates

Job Templates are the easiest way to get up and running in Tidyflow, especially for recurring work like bookkeeping, payroll, or tax filings. They help you standardise how work is set up across clients and reduce the need to repeat the same steps every time.

This article explains:

What Job Templates are used for
How to create and deploy them
How dates are generated from templates
When to use a template versus a one-off job

What are Job Templates?

Job Templates define the structure and timing logic for recurring work.

They are designed to help you:

Reuse the same subtasks and client requests
Assign assignees and dependencies once
Apply consistent workflows across clients
Automatically generate jobs with the correct dates

Job Templates are best suited for work that repeats on a regular schedule. They are not intended to store fixed, one-off dates.

Creating and managing Job Templates

Open Settings > Job templates to create or edit reusable templates.

You can add Job Templates in a few different ways:

Choose Import from library for a ready-made template
Create a blank template and build your own
Create a template from an existing job

Within a template, you can:

Add subtasks and client requests
Set assignees and dependencies
Add service types, estimated hours, tags, and descriptions
Configure repeat settings, including dates and job naming

Once a template has been deployed to a client, it can still be edited per client. Templates don’t need to be final before being used.

The library includes regional workflows for the United States, Australia, Canada, New Zealand, and the United Kingdom, plus general templates for other regions. Some include ready-made client questionnaires, approval requests, or signature requests. UK templates cover tax, accounts, VAT, payroll, CIS, Companies House and MTD Income Tax workflows. See country-specific functionality and starter content for the regional differences. Changing your workspace’s base country does not replace existing templates; use Import from library to add the workflows you need.

Deploying Job Templates

For one client, open Jobs, click the + button at the top right, and choose a saved template. When the Job opens, use Add client to select the client. Review the Job’s dates, assignees and client requests before sending requests to the client. Add a Job walks through this and creating Jobs for a client group in bulk.

You can also deploy templates in bulk from Settings > Job templates or the Clients page.

Use Job templates for SOPs and procedures

Keep the reusable procedure in a Job template: explain the purpose in the description, put the work in ordered checklist steps, and include the client request items the process needs. Keep client-specific preferences and responsibilities in that client’s Notes.

When AI is enabled, you can ask Tidyflow Agent to find and explain an existing SOP, create a Job template from a procedure document, or revise a template. For example:

Read the Monthly records review SOP in our files and create a Job template from it, keeping the step order and responsibilities. Flag anything the document leaves unclear.

The agent can read Word (.docx and .doc) and plain text (.txt) files, as well as other supported documents. Review the proposed template and any gaps before using it. Asking for a template does not deploy it: tell the agent explicitly when you want Jobs created for clients. See What you can ask Tidyflow Agent for more examples.

How Job Templates handle dates

Dates behave differently in Job Templates compared to individual jobs. This is intentional and helps keep recurring work consistent over time.

Why templates don’t show date fields

When you open a Job Template, you won’t see the same date fields that appear on a normal job, such as start date or due date.

That’s because templates don’t store fixed dates.

Templates generate dates. They don’t store fixed dates.

Instead of saving specific dates, Job Templates use repeat rules to calculate dates when a job is created.

In the repeat settings on a template, you can define:

The due date rule
An optional start date offset
An optional internal due date offset

When a job is created from the template, Tidyflow automatically sets:

The start date
The due date
The internal due date

based on those repeat rules and the current date.

Example: how dates are calculated

If today is the 8th of the month and a template is set to:

Due on the 10th
Start 9 days before
Internal due date 2 days before

Then:

The job will be created with a due date of the 10th of the current month
The start date and internal due date will be calculated automatically

If the same template is deployed after the due date has already passed, Tidyflow will create the job for the next applicable period instead.

This means you don’t need to manually update templates as time passes.

Creating templates from existing jobs

You can create a Job Template directly from an existing job. This is useful if you’ve already set up a job the way you like and want to reuse it going forward.

To create a template from a job:

Open the job you want to turn into a template
Click the options menu (three dots) in the top-right of the job panel
Select Create template

This will create a new Job Template using the structure of that job, including:

Subtasks and client requests
Assignees and dependencies
Service types, tags, and descriptions

Once the template is created, you can edit it like any other Job Template and deploy it to other clients.

How dates are handled when creating a template from a job

When a template is created from an existing job, Tidyflow uses the job’s current dates to help configure the repeat settings on the template.

The template itself does not store fixed dates. Instead, those dates are converted into repeat rules, so future jobs created from the template will have dates generated automatically.

This makes it easy to turn one-off or manually created work into a recurring workflow.

If anything here doesn’t match your workflow, or if you’re unsure which approach makes sense for your firm, just let us know and we’re happy to help.

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